PBCS & TouchNet Update: Project Management Office

PBCS & TOUCHNET UPDATE Project Management Office Christyanna Dawson, Project Manager, ctcLink Project Management Office

INTRODUCTION Current PMO Projects Project Management Office (PMO) Team PBCS Implementation TouchNet Implementation- Enhancement Request(ER) 41 SASI- Security Administration System Improvement Project Custom Self Service Question- ER 232 PAW- Process Alignment Workgroup ADA Title II Web & Mobile app accessibility Capital Development Works Application (replacement application) Tara Keen, ctcLink Project Management Office Director Christyanna Dawson, Project Manager Kevin Bouwman, Project Manager Carrie Powell, Project Manager Bhuvana Samraj, Technical Project Manager Amy MacNeill, Project Coordinator Please email the PMO team if you have any questions 2

PBCS 3

WHAT IS PBCS PBCS stands for Planning Budgeting Cloud Service It is a robust, cloud-based planning and budgeting solutions. It is used to develop budgets PBCS is a multidimensional database server optimized for planning, analysis and management reporting applications Smart View is the Excel Add-In component used in conjunction to input and report Actual, Budget, and Encumbrance data either using preconfigured data entry forms or free form ad hoc analysis in Excel PBCS works outside of ctcLink to develop budgets 4

HISTORY OF PBCS Budget development tool was part of the original system requirements This requirements was determined by a group of college stakeholders before the ctcLink project began Hyperion was originally the tool selected to fulfill this requirement, as ctcLink doesn t have the capability to plan or develop budgets, you can only enter budgets After some work with Hyperion it was determined to switch to PBCS as it was a better choice for the system. PBCS is cloud-based, easier to maintain with no extra cost for the project/colleges 5

BENEFITS OF PBCS BENEFITS OF PBCS Integrated Planning and Budgeting Process Integrated Planning and Budgeting Process PBCS facilitates the enterprise- and departmental-level planning process by providing both Excel-based and web- based modeling, planning and approval capabilities within a collaborative scalable solution. Robust Modeling and Predictive Analytics Robust Modeling and Predictive Analytics PBCS provides sophisticated modeling and predictive analytical capabilities that allow users to create multiple what-if versions and slice, and dice data based on various assumptions. Microsoft Office Integration Microsoft Office Integration PBCS offers comprehensive integration with Microsoft tools such as Excel, Word and PowerPoint using capabilities of Smart View for Office add-in. Users can use Excel as their modeling environment and slice and dice data using Excel based ad hoc analysis. Seamless Planning and Management Reporting Seamless Planning and Management Reporting Reports and dashboards that display plan, forecast and actual data can be created quickly, and any changes made to the plans in PBCS are instantaneously reflected in the content of the reports and dashboards. Using the web interface, users can access dashboards, interactive analytics and richly formatted financial reports while interacting with the planning system. 6

PBCS PROS AND CONS PBCS PROS AND CONS Pros Cons Allows you to create a budget based on history/data pulled from ctcLink Part-time Positions (Moonlight/Contract/hourly) are not able to be budgeted to the person, they are budgeted in Expenses Allows you to retain history if a resource leaves before, during or after the budget building process Union Step increases are visible when developing a budget, eliminates the need to manually enter/determine eligibility Incorrect data in ctcLink in both the FIN and HCM pillar will cause incorrect data in PBCS Allows Finance to create budgets based on data in both the FIN and HCM pillars of ctcLink The PBCS tool can be complex for some budget managers; however, a template has been developed No need to enter Budget Journals at the beginning of the fiscal year, PBCS can uploads directly to KK 7

SCHOOLS CURRENTLY LIVE IN PBCS Deployed February 2021 Deployed February 2021 Tacoma Community College Spokane Community College Spokane Falls Community College State Board for Community and Technical Colleges Clark College Lower Columbia College Olympic College Pierce College Peninsula College Cascadia College Deployed January 2023 Deployed January 2023 Bellevue College Everett College Grays Harbor College Big Bend Community College Bellingham Technical College (PBCS Expenses) Green River College Skagit Valley College Deployed January 2024 Deployed January 2024 Bellingham Technical Colleges (PBCS Work Force) Walla Walla Community College South Puget Sound Community College Deployed January 2022 Deployed January 2022 Highline College Edmonds College Centralia College Wenatchee Valley College Deployed January 2025 Deployed January 2025 Shoreline Community College Yakima Valley College Lake Washington Technical College 8

SCHOOLS AWAITING PBCS DEPLOYMENT Currently there are 8 schools remaining to go live Currently there are 8 schools remaining to go live Clover Park Technical College Columbia Basin College Renton Technical College Bates Technical College Seattle Colleges North Seattle Central Seattle South Seattle Whatcom 9

PBCS TRAININGS Every year in January PBCS Training is provided for the new schools adopting the tool and those schools that might need a refresher Training was held January 14th and 15th this training was a 2-day training (2 hours each day) The following schools participated: Lower Columbia College Bellingham Technical College Spokane Community College Green River College Skagit Valley College Bellevue College South Puget Sound Community College Everett College Yakima Valley College Lake Washington Technical College Shoreline Community College Peninsula College Olympic College Big Bend College Wenatchee Valley College Pierce College 10

TOUCHNET 11

HISTORY Enhancement Request 41 was submitted to the Work Group to resolve the issue that colleges were not in compliance with PCI (Payment Card Industry) requirements for accepting credit cards May 1, 2019, the Working Group approved this request A vendor was selected on October 1, 2020, TouchNet was the selected vendor from the three vendors that responded December 2022 the contract from TouchNet was signed December 2024 Leadership decided to place the TouchNet project on hold until Fall of 2025 12

TIMELINE OF TOUCHNET May 2019 May 2019- ER was approved at Working Group to proceed to a Request for Proposal (RFP) October 2020 October 2020- - Vendor selection results presented to Steering Committee December 2022 December 2022- Contract agreement with TouchNet was signed January 2023 January 2023- - PMO involvement:(consolidate contract information, accessibility review, product understanding, and approach development) July 2023 July 2023- Demonstration provided by TouchNet for all colleges (over 160 people in attendance), College Advisory Group Nominations, group selected on 08/10/23 September September - - October 2023 October 2023- Demo to College Advisory Group, TouchNet Conference attended (4 college staff members and 2 SBCTC staff members) 13

TIMELINE OF TOUCHNET November 2023 November 2023- - Colleges from Advisory group were asked to volunteer their data to test the product in a Proof of Concept (POC) Environment January 2024 January 2024- - May 2024 May 2024- - SBCTC designated an environment for TouchNet to connect to for a POC (Jan), Meetings with TouchNet back and forth on the connection approach June 2024 June 2024- SBCTC sends letter inquiring on when they are updating their connectivity method November 2024 November 2024- TouchNet shares that the new connectivity approach will be released in October 2025 December 2024 December 2024- - Leadership decided to place the TouchNet project on hold until Fall of 2025 14

TOUCHNET FEATURES TouchNet Payment Center: Student Account Center, Current Activity Statement, Real-time Post & Lookup by Business Unit eConsents, Credit Card, Electronic Check, International Wires, Mobile/Texting, Single Sign On, Third-party Payor2, AAWS Payment Point POS Client (Cashiering Point of Sale- integrates to PeopleSoft Cashiering.) Devices required (colleges purchase devices) PayPath Service Fee Program (Credit Card) TouchNet Transaction Services ACH Processing (optional) Includes ACH Validation . Payment Plans PLUS (globally activated) Managed Payment Plans (term based) Fee for Student of $25 per term Optional Use for Additional Costs: TouchNet Marketplace (Online store) TouchNet Ready Partners (e.g. CampusCE) PayPath Service Fee Program (Credit Card) TouchNet Transaction Services ACH Processing (optional) Includes ACH Validation 15

ENHANCEMENT REQUEST (ER) 41, APPROVED MAY 2019 Colleges are requesting the ability to accept credit card payments at the cashier window that integrates with ctcLink student and customer accounts. The solution must automatically post payments to the accounts and must permit refunds/returns back to the original card used for payment. The system must meet all PCI compliance compliance requirements and support PCI Point PCI Point- -to to- -Point Encryption Current options in ctcLink only allow online credit card payments through CyberSource or stand-alone credit card devices for cashiers then use an Item Type to enter the payment on the student account. This method does not allow direct refunds back to the original credit card (Note: these refunds have oftentimes gone to the student, who may or may not be the cardholder). Alternately, the cashier may log into the processor website to search for the credit card/reference number and refund through this secondary method. Both of the alternate methods may not be PCI compliant and may lead to sanctions by the credit card processor. PCI Point Encryption (P2PE). 16

TODAYS THOUGHTS ON (ER) 41 Do you currently have a solution for taking a credit card at the cashier window and are able to return the funds to that credit card? Option A: Option A: Yes, We are currently using a 3rd party vendor Option B: Option B: Yes, We have a mitigation strategy (example using a kiosk) Option C: Option C: No Solution Please rate on a scale 1-5 (5 being highest) the priority for ER 41 in the cashier's office Do you believe any items are missing from this request, or are no longer correct? Please use the Link to Survey in the chat 17

THANK YOU TO OUR COLLEGE ADVISORY GROUP!! Representing Finance Administrator Representing Finance Administrator Representing Enrollment Services Representing Enrollment Services Carrisa Brown- Centralia College Gladys Monroy- Columbia Basin College Representing Business Analyst Representing Business Analyst Christy Campbell- Clark College Deanna Shedley- Grays Harbor College Carol McCarthy- Everett Community College Dexter Smith- Lake Washington Institute of Technology Representing Head Cashier Representing Head Cashier Wright Harrison- Green River College Representing Data or Reporting Representing Data or Reporting Colleen Cooper- Pierce College District Brandi Sutton- Tacoma Community College Kristin Gamez-Metivier- Renton Technical College Representing Cashier Representing Cashier Representing IT with an Integration Representing IT with an Integration Perspective Perspective Brooke Sackman- Community Colleges of Spokane Leon Morrow- Wenatchee Valley College Kendra Ferrer-Highline College Sophia Santos- South Puget Sound Community College 18

RESOURCES PBCS Information TouchNet Information Projects that the PMO team is currently working PMO email- PMOteam@sbctc.edu Christyanna Dawson Cdawson@sbctc.edu 19